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HomeMy WebLinkAbout1983-04-05; City Council; 7306-1; James Drive Assessment DistrictCIT\ F CARLSBAD — AGENDA JILL Lm*1 SO (*-•**- 1 MTG 4-5-83 HFPT ENG TITLE:•"***• JAMES DRIVE ASSESSMENT DISTRICT ' Oi.-„, 1L nPPT HD. fUZC, CITY ATTYJy ^5^ £ITY MfiP ^^- oI -Iu RECOMMENDED ACTION: Adopt Resolution approving consultant agreeements and adopt Resolution No^/f^authori zing Mayor to execute and appropriate funds. ITEM EXPLANATION: On March 1, 1983, the Council authorized Staff to proceed, with an assessment district for James Drive. The Engineering Staff has received proposals for the engineering and assessment work on the district. Two agreements have been developed. One is for legal services for Brown and Nazarek, and the other is for engineering services for the firm of Berryman and Stephenson. FISCAL IMPACT: The special counsel agreement is for 2% of confirmed assessment, or on an estimated $8,000, based on a $400,000'preliminary cost. If the proceedings are abandoned, the maximum fee would be $1,250 The total $43,550. cost of the Berryman and Stephenson agreement would be Funds in the amount of approximately $95,000 are in the Special Assessment Revolving Fund, Account No. 80-92-44-0519. However, only $40,000 of it is appropriated and $11,550 will be needed for expenditures. An appropriation limit of $60,000 has been established to cover these costs plus in-house engineering and incidentals. These costs are reimbursable from the proceedings of the district. EXHIBITS: 1. Agreement: Brown and Nazarek - Special Counsel Agreement 2. Agreement: Berryman and Stephenson - Engineering and assessment proceedings. 3. Resolution No.*7/y*/ authorizing Mayor to execute agreements for Brown and Nazarek and for Berryman and Stephenson. 4. Resolution No.uthorizing $11,550 in additional appropriations 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO.7184 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING AGREEMENTS BETWEEN THE CITY OF CARLSBAD AND THE FIRMS OF BROWN AND NAZAREK, AND BERRYMAN AND STEPHENSON, INC. The Ci\y Council of the City of Carlsbad, California, does hereby resolveXas follows: 1. That certain agreement between the City of Carlsbad and the firm of Brown and Nazarek for legal counsel and provision of docu- ments for the James oVive Assessment District, which is attached on Exhibit A and made a past hereof, is\ hereby approved. 2. That certain agre\men\t c^etwepn the City of Carlsbad and the firm of Berryman and Stenheri^pri;, Inc/ for civil engineering and assessment engineering \fcr J^me^ Drive Assessment District, which is attached hereto and incorporated tjerein by reference, is hereby approved. 3. The Mayor of\the City of Car\sbad is hereby authorized and directed to execute said agreements for\md on behalf of the City of Carlsbad. \ \ PASSED, APPROVED AND ADOPTED at a regul\r meeting of the City Council of the City of Carlsbad held the &ay of 1983, by the following vote, to wit: AYES: NOES: ABSENT: MARY H. CASLER, Mayor ATTEST: ALETHA L. RAUTENKRANZ, City Clerk (SEAL) AGREEMENT FOR PREPARATION OF PLANS AND SPECIFICATIONS FOR JAMES DRIVE ASSESSMENT DISTRICT THIS AGREEMENT, made and entered into as of the day of , 19_ , by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City," and BERRYMAN AND STEPHENSON, INC., a civil engineering firm, hereinafter referred to as "Consultant." RECITALS City requires the services of an engineering consulting firm to provide the necessary engineering services for preparation of final plans and specifications for the James Drive Assessment District; and Consultant possesses the necessary skills and qualifications to provide the services required by City; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Consultant agree as follows: I. CONSULTANT'S OBLIGATIONS (A) Scope of Work The Consultant shall prepare the plans, specifications and bid documents and assessment district documents for the construction of the James Drive from Basswood to Approximately 525' North of Basswood. In addition, all existing facilities requiring removal, redesign or restoration due to project construction shall be included in the contract. Any additionally needed right-of-way acquisitions and documents shall be provided by the Consultant. (B) Procedure The Consultant shall prepare all necessary assessment district documents for James Drive Assessment. In order to do this, the Consultant shall work closely with the assessment attorney designated by the City. Such work shall include all necessary work to satisfy the special assessment Investigation and Majority Protest Act of 1931. This shall include the timely submittal of all engineering and assessment reports required under the assessment procedure. The Consultant shall submit a complete civil design package which shall consist of the following: 1. All surveys necessary to obtain precise and clear locations of rights-of-way and proposed street construction. Rights- of-way shall be located precisely in relationship to the control line used. 2. Utility research and provision of utilities and tentative disposition or relocation of any interfering utilities. 3. Outline of design alternatives and cost-saving measures and preliminary layout plan of the various alternatives. 4. Complete calculations for the street design. 5. A complete set of reproducible plans in accordance with City requirements. Drawings shall be neat and legible with dimensions to all installations. Details should provide for clear and definite manner of installation. Type, grade, and quality of all materials required should be clearly indicated. 6. Plans and specifications shall be certified as to correctness, and signed by a registered civil engineer and R.C.E. number provided. 7. The following items should appear on the final drawings (this list is indicative, not exhaustive): a. A plan and profile of the street construction work. b. Utilities with current ownership and disposition. c. Trenching details and pavement restoration. ^ 8. Specifications shall be provided in conformance with appropriate CSI Standards and the 1982 edition of Standard Specifications for Public Works Contracts and Caltrans Standards applicable. 9. Provisions for staged construction, if any are required. 10. Final quantity and cost estimates. 11. Fifty copies of plans and specifications for advertisement. 12. All plans and specifications and submitted items shall be developed in a form satisfactory to the City. Attached as Appendix A is itemized breakdown of items under the contract. II. CITY'S OBLIGATIONS The scope of City staff responsibilities shall be as follows: (a) Supply the preliminary design and specification for reference only. (b) The City will make available upon request any documentary record or existing right-of-way data available to it. (c) Blank mylars for this project shall be supplied by the City. (d) Provide review of consultant's submittal in accordance with an agreed schedule. (e) Provide payment of approved invoices within 30 days of approval. Ill PROGRESS AND COMPLETION The work under this contract will begin within ten days after receipt of notification to proceed by the City and be completed within the following periods of that date. a. preliminary study Two months b. Debt report Two months c. Engineering Design Three months after debt limit report d. Assessment Engineering — Seven months after debt limit report The Consultant has prepared a critical path schedule which is attached hereto as Exhibit A and made a part of the scheduling of this Project. Extensions of time may be granted if requested by the Consultant and agreed to in writing by the City Engineer. In consideration of such requests of extension of time, the City Engineer will give allowance for documented and substantiated unforseeable and unavoidable delays not caused by lack of foresight on the part of the Consultant, or delays caused by City inaction or other agencies' lack of timely action. IV. FEES TO BE PAID TO CONSULTANT The total fee payable according to paragraph V shall be $43,550. No other compensation for services will be allowed except those items covered by supplemental agreements per paragraph VI, Changes in Work. V. PAYMENT OF FEES Payment for work performed shall be under the following schedule: 1. Preliminary Study $ 9,900.00 2. Debt Limit $ 7,600.00 3. Engineering Design $18,850.00 4. Assessment Engineering $ 7,200.00 Work maybe terminated at anytime or portion thereof. VI. FINAL SUBMISSIONS Within 10 days of the approval of the final design package, the Consultant will deliver: (a) Original mylars at scale of the drawings reproducible on standard 24" by 36"sheets. Quality of mylars submitted shall be subject to the approval of the City. (b) All final engineering certificatons and documents. The plans shall be signed and certified to correctness by a registered civil engineer. (c) Fifty copies of the plans and specifications in a form suitably bound and on while paper. A reduced set of drawings shall be bound into each set of specificatons. VII. CHANGES IN WORK If, in the course of this contract and design changes seem merited to the Consultant or to the City, and informal consultations with the other party indicate that a change in the conditions of the contract is warranted, the Consultant or the City may request a change in contract. Such changes shall be processed by the City in the following manner: A letter outlining the required changes shall be forwarded to the City or Consultant to inform them of the proposed changes along with a statement of estimated changes in charges or time schedule. After reaching mutual agreement on the proposal, a supplemental agreement shall be prepared by the City and approved by the City Council. Such supplemental agreement shall not render ineffective or invalidate unaffected portions of the agreement. Changes requiring immediate action by the Consultant or City shall be ordered by the City Engineer who will inform a principal of the Consultant's firm of the necessity of such action and follow up with a supplemental agreement covering such work. 7 VIII. DESIGN STANDARDS The Consultant shall prepare the plans and specifications in accordance with the design standards of the City of Carlsbad and recognized current design practices. Applicable City of Carlsbad standards and regional standards shall be used where appropriate. Copies of such standards shall be obtained from the City of Carlsbad. IX. COVENANT AGAINST CONTIGENT FEES The Consultant warrants that their firm has not employed or retained any company or person, other than a bona fide employee working for the Consultant, to solicit or secure this agreement, and that Consultant has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making this agreement. For breach or violation of this warranty, the City shall have the right to annul this agreement without liability, or, in its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. X. NONDISCRIMINATION CLAUSE The Consultant shall comply with the State and Federal Ordinances regarding nondiscrimination. XI. TERMINATION OF CONTRACT In the event of the Consultant's failure to prosecute, deliver, or perform the work as provided for in this contract, the City may terminate this contract for nonperformance by notifying the Consultant by certified mail of the termination of the contract. The Consultant, thereupon, has five working days to deliver said documents owned by the City and all work in progress to the City Engineer. The City Engineer shall make a determination of fact based upon the documents delivered to City of the percentage of work which the Consultant has performed which is acceptable in compliance with the scope of workand of worth to the City in having the contract completed. Based upon that finding as reported to the City Council, the Council shall determine the final payment of the contract. XII. DISPUTES If a dispute should arise regarding the performance of work under this agreement, the following procedure shall be used to resolve any question of fact or interpretation not otherwise settled by agreement between parties. Such questions, if they become identified as a part of a dispute among persons operating under the provisions of this contract, shall be reduced to writing by the principal of the Consultant or the City Engineer. A copy of such documented dispute shall be forwarded to both parties involved along with recommended methods of resolution which would be of benefit to both parties. The City Engineer or principal receiving the letter shall reply to the letter along with a recommended method of resolution within ten days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded to the City Council for their resolution through the office of the City Manager. The City Council may then opt to consider a directed solution to the problem. In such cases, the action of the City Council shall be binding upon the parties involved, although nothing in this procedure shall prohibit the parties seeking remedies available to them at law. XIII. RESPONSIBILITY OF THE CONSULTANT The Consultant is hired to render professional services of designing and providing drawings for bridge and street design, any payments made to Consultant are compensation solely for such services. Consultant shall certify as to the correctness of all designs and sign all plans, specifications and estimates furnished with Registered Civil Engineer's number, or landscape Architect's registration number. XIV. SUSPENSION OR TERMINATION OF SERVICES This agreement may be terminated by either party upon tender- ing 30 days written notice to the other party. In the event of such suspension or termination, upon request of the City, the Consultant shall assemble the work product and put same in order for proper filing and closing and deliver said product to City. In the event of termination, the Consultant shall be paid for work performed to the termination date; however, the total shall not exceed the guaranteed total maximum. The City shall make the final determination as to the portions of tasks completed and the compensation to be made. Compensation to be made in compliance with the Code of Federal Regulations. XV. STATUS OF THE CONSULTANT The Consultant shall perform the services provided for herein in Consultant's own way as an independent contractor and in pursuit of Consultant's independent calling, and not as an employee of the City. Consultant shall be under control of the City only as to the result to be accomplished and the personnel assigned to the project, but shall consult with the City as provided for in the request for proposal. XVI. CONFORMITY TO LEGAL REQUIREMENTS The Consultant shall cause all drawings and specifications to conform to all applicable requirements of law: Federal, State, and local. Consultant shall provide all necessary supporting documents, to be filed with any agencies whose approval is necessary for the design of this project. The city will provide copies of the approved plans to any other agencies. XVII. OWNERSHIP OF DOCUMENTS All plans, studies, sketches, drawings, reports and specifications as herein required are the property of the City, whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, specifications, drawings, reports and studies shall be delivered forthwith to the City. Consultant shall have the right to make one copy of the plans for his/her records. XVIII.HOLD HARMLESS AGREEMENT The City, its agents, officers and employees shall not be liable for any claims, liabilities, penalties, fines, or any damage to goods, properties, or effects of any person whatever, nor for personal injuries or death caused by, or resulting from, or claimed to have been caused by, or resulting from, any act or omission of Consultant or Consultant's agents, employees or representatives. Consultant agrees to defend, indemnify and save free and harmless the City and its authorized agents, officers, and employees against any of the foregoing liabilities or claims of any kind and any cost and expense that is incurred by the City on account of any of the foregoing liabilities, including liabilities or claims by reason of alleged defects in any plans and specifications, unless the liability or claim is due, or arises out of, solely to the City's negligence. XIX. ASSIGNMENT OF CONTRACT The Consultant shall not assign this contract or any part thereof or any monies due thereunder without the prior written consent of the City. XX. SUBCONTRACTING If the Consultant shall subcontract any of the work to be performed under this contract by the Consultant, Consultant shall be fully responsible to the City for the acts and omissions of Consultant's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Consultant is for the acts and omissions of persons directly employed by Consultant. Nothing contained in this contract shall create any contractual relationship between any subcontractor of Consultant and the City. The Consultant shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Consultant's work unless specifically noted to the contrary in the subcontract in question approved in writing by the City. XXI. PROHIBITED INTEREST No official of the City who is authorized in such capacity on behalf of the City to negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving of any architectural, engineering inspection, construction or material supply contractor, or any subcontractor in connection with the construction of the project, shall become directly or indirectly interested personally in this contract or in any part thereof. No officer, employee, architect, attorney, engineer, or inspector of or for the City who is authorized in such capacity and on behalf of the City to exercise any executive, supervisory, or other similar functions in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof. XXII. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the City, either before, during, or after the execution of this contract, shall affect or modify any of the terms or obligations herein contained nor such verbal agreement or conversation entitle the Consultant to any additional payment whatsoever under the terms of this contract. XXIII.SUCCESSORS OR ASSIGNS Subject to the provisions of paragraph XVIII, Hold Harmless Agreement, all terms, conditions, and provisions hereof shall insure to and shall bind each of the parties hereto, and each of their respective heirs, executors, administrators, successors and assigns. XXIV. EFFECTIVE DATE This agreement shall be effective on and from the day and year first above written. XXV. CONFLICT OF INTEREST The Consultant shall file a conflict of interest statement with the City Clerk of the City of Carlsbad. The Consultant shall report investments or interests in real property within the jurisdictional limits of the City of Carlsbad. IN WITNESS WHEREOF, we have hereunto set our hands and seals. CITY OF CARLSBAD BERRYMAN and STEPHENSON, INC. Mayor Title ATTEST: APPROVED AS TO FORM: City Cleric Assistant City Attorney ATTACHMENT A BREAKDOWN OF ESTIMATED FEE PRELIMINARY STUDY $9,900.00 Right of Way Title Work Appraisals Preliminary Design, Quantity & Cost Estimate Survey Preliminary Assessment Spread Project Management Reproduction and Miscellaneous DEBT REPORT $7,600.011 Boundary Map Debt Limit Report and Accessories Meetings Project Management Reproduction, Miscellaneous ENGINEERING DESIGN $ 1 8 , 850 .TR) Desing & PS&E Project Engineer 48 hrs Senior Designer 68 hrs Draftsman 70 hrs Clerical 18 hrs Legal Descriptions Negotiations Agreements/Documents Meetings (City) Project Management Reproduction and Miscellaneous ASSESSMENT ENGINEERING $7,200.00 Assessment Diagram Assessment Roll & Analyze Protests Meetings Project Management Reproduction and Miscellaneous SPECIAL COUNSEL AGREEMENT THIS AGREEMENT is made and entered into this day of , 1983, by and between the CITY OF CARLSBAD, CALIFORNIA, a public corporation (hereinafter referred to as "City"), and BROWN & NAZAREK, Attorneys at Law, (hereinafter referred to as "Counsel"). NOW, THEREFORE, IT IS HEREBY AGREED by and between the parties hereto as follows: SECTION 1. That Counsel shall perform legal services in connection with the pro- posed assessment proceedings and bond issuance in the matter of a proposed special assessment district known and designated as ASSESSMENT DISTRICT NO. 83-2 (JAMES DRIVE) (hereinafter referred to as the "Assessment District") under proceed- ings conducted pursuant to the provisions of the- "Municipal Improve- ment Act of 1913", being Division 12 of the Streets and Highways Code of the State of California. '. Said services shall include: '. A. Review of the dedication and acquisition of the streets and ease- ments or other property in which proposed work is to be performed; B. Examination of the plans and specifications for the proposed work, the boundary map and assessment diagram of the Assessment Dist- rict, the assessment roll and bonds, and the giving of instructions and advice in connection with the foregoing; C. Recommendations as to procedure, schedules and actions that should be conducted and taken; D. Preparation of all resolutions, notices, contracts, bond forms, and other papers and documents required in the proceedings; E. Examination of the proceedings, step by step, as taken; F. Appear at all hearings under the proceedings, and attend any meet- ing where attendance is requested; 6. Hake recommendations as to sale of bonds, if desired; H. Perform legal services, if required, pursuant to the provisions of the "Special Assessment Investigation, Limitation and Majority Protest Act of 1931", being Division 4 of the Streets and Highways Code of the State of California; I. Issuance of an unqualified legal opinion attesting to the validity of the proceedings and the issuance of the bonds. Such legal services shall not include any services in connection with the acquisition, by easement or condemnation, of any easements or other interest in real property necessary for the proposed improve- ments. These services can be provided by Counsel, by separate agree- ment, if desired by City. 17 SECTION 2. That the City shall perform as follows: A. Furnish to Counsel such maps, records, title searches, and other documents and proceedings, or certified copies thereof, as may be reasonably required by Counsel in the performance of the services hereunder; B. Pay to Counsel a fee computed on the confirmed assessment ai follows: TWO PERCENT (2%) on the first $500,000; ONE PERCENT (1%) from $500,001 to $1,500,000; ONE-HALF PERCENT (.50%) on the balance thereof. C. Payment of the above-referenced fee shall be as follows: All due and payable upon receipt of money from the sale and deli- very of bonds to the successful underwriter. SECTION 3. In the event the proceedings are terminated or abandoned prior to completion, Counsel shall be paid a reasonable fee for services ren- dered to date based on an hourly rate of $90.00 per hour, not to exceed $2,500.00; however, if the proceedings are abandoned prior to or at the time of a public hearina under the provisions of the "1931 Act", said fee shall not exceed $1,250.00. SECTION 4. That this Agreement may be terminated by either party hereto by mail- ing written notice thereof to the other party. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the day and year first hereinabove written. ATTEST: "CITY" CITY OF CARLSBAD By: MAYOR CITY OF CARLSBAD STATE OF CALIFORNIA CTTYaERK CITY OF CARLSBAD STATE OF CALIFORNIA 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO.7185 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AUTHORIZING THE EXPENDITURE OF FUNDS FOR THE FORMATION OF THE JAMES DRIVE ASSESSMENT DISTRICT. BE IT'-RESOLVED by the City Council of the City of Carlsbad, California, as follows: \ That the fufyds, in the amount not to exceed $60,000, in the Special Assess- \ ment Revolving Fund)vAccount No. 80-92-44-0519, are authorized to be expended for the formation of ifhe James Drive Assessment District to be reimbursed from funds derived from the assessment. PASSED, APPROVED AND ADOPTED by the \Hty Council of the City of Carlsbad, California, at a regular meeting held, the \ da^ of , 1983, by the following vote, to witrj AYES: NOES: ABSENT: ATTEST: held the I d\ V / MARYH\CASLER, Mayor ALETHA L. RAUTENKRANZ, City Clerk (SEAL) F. MACKENZIE BROWN' JOHN R. HARPER" IVAN L. HOPKINS GEORGE W. McFARLIN EUGENE A. NAZAREK* •A PROFESSIONAL CORPORATION LAW OFFICES OF BROWN 8 NAZAREK. 895O VILLA LA JOLLA DRIVE. SUITE 2221 LA JOLLA. CALIFORNIA 92O37 (714) 457-2376 IRVINE OFFICE 2171 CAMPUS DRIVE. SUITE 33O IRVINE. CALIFORNIA 92715 1714) 7S2-8494 May 12, 1983 Roy Kackley, City Engineer City of Carlsbad 1200 Elm Avenue Carlsbad, CA 92008 RE: ASSESSMENT DISTRICT NO. 83-2 (JAMES DRIVE) Dear Mr. Kackley: Enclosed herein please find CERTIFICATE OF SUFFICIENCY as it relates to the above-referenced Assessment District. It is my understanding that Petitions are now being received from the property owners requesting that the works of improvement proceed under the assessment district statute. Please have the signatures checked and examined against the last County Assessor's Roll. If the name on the Petition is not the same as that on the County roll, please have the property owner submit evidence or proof that they are the current owner. Upon your execution of the Certificate I would appreciate a copy being returned to this office, and I will prepare the appropriate documentation for presentation to the City Council. Very truly yours, F. MACKENZIE BROWN FMB:bd encl. cc: Althea Rautenkranz, City Clerk Vincent Biondo, Esq., City Attorney CERTIFICATE OF SUFFICIENCY OF PETITION STATE OF CALIFORNIA COUNTY OF SAN DIEGO CITY OF CARLSBAD ROY KACKLEY, the undersigned, hereby CERTIFIES as follows: That I am the duly appointed CITY ENGINEER of the CITY OF CARLSBAD, CALIFORNIA. That on the day of , 1983, I reviewed a Petition and Waiver for the formation of an Assessment District for certain public works of improvement, together with appurtenances, appurtenant work and acquisition, where necessary, in a special assessment district known and designated as ASSESSMENT DISTRICT NO. 83-2 (JAMES DRIVE) (hereinafter referred to as the "Assessment District"), a copy of which is on file in the principal office of the City Clerk. That I caused said Petition and Waiver to be examined and my examination revealed that said Petition and Waiver has been signed by property owners representing more than sixty (60%) percent of the assessable area of lands within the bounda- ries of the proposed Assessment District, all as prescribed by Section 2804 of the Streets and Highways Code of the State of California ("Special Assessment Investigation, Limitation and Majority Protest Act of 1931"). That said Petition and Waiver did represent ^ ( %) percent of the assessable area of property within the boundaries of the Assessment District. That said Petition and Waiver meets the requirements of Section 2804 of the Streets and Highways Code of the State of California. Executed this day of , 1983, at Carlsbad, California. CITY ENGINEER CITY OF CARLSBAD STATE OF CALIFORNIA